About your LJMU email account
All staff and students are given an LJMU email account to send and receive emails throughout their time at the University. (You also get access to the calendar and task tools to manage your diary and workload electronically)
Your email address
Staff email addresses take the form: Initial.Surname@ljmu.ac.uk
For example A.Aardvark@ljmu.ac.uk
Student email addresses take the form: Initial.Surname@xxxx.ljmu.ac.uk
where xxxx is the year when you first started your studies at LJMU. So, a student called Zack Zebra who started in 2017 would have the email address Z.Zebra@2017.ljmu.ac.uk.
If a student’s initial and surname combination is a common one, for example J and Smith, then it’s likely that there will be other students with the same initial and surname in their year, so we add a number at the end of the email address to make it unique, for example J.Smith3@2017.ljmu.ac.uk.
How to get more space for your emails
Everybody gets the same amount of email storage space (a “quota”) to start with, but you can ask for more if you run out. We encourage you to do some basic housekeeping first though and delete the messages you definitely no longer need, but remember that you need to empty your deleted items folder to get the space back.
Still need more email space after tidying up? Just go to our self-service portal.
Please note
The current email quota stands at 100GB and is allocated by Microsoft.
Accessing your LJMU email from a PC or laptop
From a University PC
Just click the Email icon on your PC desktop! As soon as you log on, this is automatically configured to go straight to your email account and you don’t need to do any setup. Whether you’re a staff member using a PC on your desk, or a student using a PC in a library, classroom or social zone, it’s all set up and ready for you to use.
From a University Laptop
Exactly the same as on a fixed/desktop PC – just click the Email icon on the desktop, but please note that the laptop needs to be connected to the internet to access any University services, including email.
From your own PC or laptop
Provided you have internet access, the following options are available:
Access email and more: you can use the Virtual Desktop to access your email, personal file storage and a variety of software.
Just email: For just email, you can use the Outlook Web App to connect to your email in a web browser. You can access this from the LJMU home page: www.ljmu.ac.uk/staff or www.ljmu.ac.uk/students - just click the Email tile
Accessing your email using Outlook on a home PC or laptop
Setting up an Electronic Signature
Please follow the Create Electronic Signature instructions which will automatically create a signature of your choice that you can configure to automatically include at the foot of any email you create.
Thanks to some clever technology, this signature will follow you around from one LJMU PC to another, so you’ll have your signature whether you’re writing emails from your own desk, your LJMU laptop (or a student loan laptop), or any other LJMU PC.
Setting your Out of Office
Whenever you are on leave or away on University business, it is useful to your colleagues and contacts outside of the University to know that you may not respond to their message for a while.
Microsoft Outlook lets you set up a simple message and have it automatically sent to anyone that emails you (it can be varied for internal and external senders). You can edit the content of the message to whatever you want, including providing alternate contact information if relevant. You can even tell Outlook in advance when to start and stop sending auto-replies, so you don’t have to remember all of this at the last minute before you leave the office.
To set yours up, please follow the Out of Office instructions
Very important
Do not set up your own rule to do this – use the built in Automatic Replies feature referred to above, which will ensure that your automatic reply has a standard subject that automated systems are configured to ignore.
This avoids thousands of emails being created by systems continually replying to each other, filling up your mailbox.
Adding a shared mailbox in Outlook
In order for you to add a shared mailbox to appear in your own Outlook you will need to do the following:
In Outlook, Choose, File > Account Settings,
Click Account Settings again
- Click on Change
- Click on More Settings. (You will get an alert – Click on OK)
- Click on the Advanced Tab, Click Add and type in <YourMailboxName>
- Click OK, then Click on Apply and then OK
- Click Next (You will get an alert – Click on OK)
- Click on Finish and then Click on Close
The mailbox should appear on the left hand side at the bottom of your list of folders.
To use ‘Send As’ from the email address
- Click New Mail, Choose Options, Select From which will add the extra field into your email template.
- Then click on the down arrow in the From field and add the email address of the mailbox.
- When you need to send an email from your shared mailbox address, you can select it.
Please note:
- You may need to logoff your PC and log back on again to view the new mailbox.
- If you are still unable to see the mailbox (or use 'Send As') please be aware that replication on the Exchange Servers can sometimes take approx. 24 hours.
